Colleague User Interface Training

Introduction to the Colleague web user interface 4.x to learn how to login, navigate the Colleague system, search for forms, persons, and log out.

Goals

  • Begin to learn the terms and language
  • Gain an overview of the Colleague web user interface
  • Become familiar with accessing the Colleague system with Internet browsers

The Colleague User Interface includes the ability to:

  • work with several people across forms easily
  • save forms, as well as people, as “Favorites”
  • search on a keyword or description of what the form does without having to remember mnemonics
  • search on multiple fields, across Colleague applications
  • ease of support, no ITS install needed
  • see staff and student pictures from within Colleague’s new person context card
  • directly print Colleague forms
  • spreadsheet export for window data

Training

Click on the following link for the Quick Start guide:
Colleague User Interface Quick Start 4.5.pdf

For documentation with complete details from Ellucian click on:

Colleague User Interface 4.5.pdf

Before You Begin

Disable any pop-up blockers by either adding this site as an exception to the popup blocker list or disable all popup blockers. ITS recommends adding *.luther.edu as an exception in the popup blocker list.

  • In Internet Explorer, click the gears icon, Internet Options, Privacy, Pop-up Blocker Settings, then add *.luther.edu
  • In Firefox, navigate to about:preferences#content through your address bar. Under the pop-ups section click "exceptions" and add *.luther.edu
  • In Safari, uncheck “Block Pop-up Windows” under the Safari menu.
  • In Chrome, navigate to chrome://settings/contentExceptions#popups through your address bar. Add *.luther.edu

For help or more information on pop-up blockers, contact the Technology Help Desk telephone extension 1000. Mobile devices are not able to run Silverlight, required for the web user interface. You will need to use Citrix to access Colleague from a mobile device.

Production, Test, and Education Accounts.

  • Live Account (production)
    • The production account where the “real” information is stored
    • Use it with purpose
  • Test Account (test)
    • Copy of the live account
    • Refreshed the five times a year
  • Education Account (training) (will be available in the future)
    • Used during training provided by Ellucian
    • Contains sample data provided by Ellucian in the tables

Logging In

  • Start an Internet Explorer, Firefox, or Safari Internet browser
  • Go to colleague.luther.edu
  • Click on the ‘test’ or ‘training’ User Interface area
  • Read and follow the instructions to disable pop-ups in your browser, then click the ‘begin’ button
  • Enter your Norse Key username. This must be lower case.
  • Enter the Colleague password that was provided to you from ITS.

Click “Login” and wait for the application to load.

Colleague login 4.5

Take the Quick Tour

Click on the “play” arrow to take the Quick Tour video to familiarize yourself with common tasks, menus, search, and favorites.  The Ellucian Quick Tour still features version 4.3 as the features covered remain the same.

Help

Help is available by clicking the button with the “?” For field definition help, place your cursor on the field, then click on “?” in the upper right corner of the form.

Colleague Help 1
Colleague Help 1

Maneuvering

The web-based interface features a search area, search results, navigation, and favorites at the toolbar at the top of the window.

  • In the search area you can search for people or forms to work with. You may also enter the mnemonic to directly jump from one screen to another
  • Search results will display records meeting your search criteria.
  • Navigation allows you to access a Colleague form by navigating through the Colleague menu structure (UT, CORE, ST, CF, HR, CA).
  • Click on the Favorites tab to access all people and forms that you have saved as favorites. You can save favorites by clicking the Add to Favorites (gold star) button in the context area (for person-related records) or form area for forms.

Context Area

  • The Context Area displays one or more “cards,” which contain information about the current person-related records that you are working with.
  • The Context Area can hold one or more cards of the same type (person cards or organization cards), but not both at the same time.
  • Privacy messages will display over the context area briefly and then fade away.
  • You can click Previous or Next card buttons to scroll through the cards in the stack.
  • Click the Close button to close the current card or all cards in the Context Area or press the Ctrl+Alt+X keys.
  • A new Copy Context Button allows you to copy context area information into other applications.

Searching for Data

DatatelHelp 2

The search area of the window, in the upper left corner, lets you search for people or forms to work with. You can search for a person by entering information such as the name or ID number in the search box, and a Search Results panel will display all person records that match the search criteria you entered. You can also use the advanced person search feature to search for person-related records using multiple customizable search parameters (such as part of the address and class standing). To perform an advanced search for person-related records, click the Advanced Person Search icon (magnifying glass to the right of the search button). You can search for a form by typing the mnemonic or a word from the title of the form in the search box. In most cases, when you enter the mnemonic for a form in the search box, the form opens right away.

  • Person Search
    • Enter a partial name or enter additional criteria in the Advanced Search screen.
    • Searches all last names the person has/had, including middle name and hyphenated names
    • Use as little information on the person as possible (must include first two characters of the last name), while being aware of your database so the search does not take too long
    • Can filter a search using a semi-colon followed by: c = (city), st = (state), z = (foreign country), y = (social class), or ss = (social security number). Note the space is required.
DatatelHelp 3

  • Searching for a Form
    • Enter part of the form name (ie. address, tax, etc.) and press the Enter key
    • Choose the maintenance, report, inquiry, or procedure form you want to use

Changing Passwords

  • Colleague uses your Norse Key credentials. Visit norsekey.luther.edu to change your password.

Setting Preferences

User Interface preferences can be altered through the button to the far right of the toolbar. (Window Options, Layout, Theme and Font size). You can choose “Window Options/Restore Default Settings” to reset the font and color changes. When UI starts, it will return to the last screen accessed. ITS recommends your PC display settings be set to 1024 × 768 or higher for easiest navigation in the new User Interface.

Exiting

  • Close out of the screens by clicking on ‘save all’ or ‘cancel all’
  • Click on File/Exit, click on the Logout button to the far right on the toolbar, or click on the “X” in the top right corner of the window.

Searching for a record

  • By Name:
    • Last (smith)
    • Last, first (smith, mary)
    • Last, first, middle (smith, mary, beth)
    • First last (mary smith)
    • If the last name is a multi-part name, either leave the spaces out, or use an underscore. For example: enter (van_buren) or (vanburen) to get all people with the last Name of Van Buren.
  • By Soundex:
    • Type “/Peterson” at the lookup prompt. You will get names such as Peterson, Petersen, Pederson, Pedersen, etc.
  • By Previously accessed record:
    • If you accessed a record and want to use the same record again on the same screen or on a different screen, you can type “@” (Shift+2).
  • By Additional criteria:
    • In addition to names, you can search by city, state, zip, etc. You can do this either by entering part of the person’s name and “p(. c Decorah” or you can use just “;c Decorah”. “Decorah” is case sensitive as is all information after the additional delimiter. Other examples are listed below:
    • ;AID (Alternate ID)
    • ;ASTAT (Application Status)
    • ;AUT (Remarks Author)
    • ;C (City)
    • ;CEEB (High School CEEB)
    • ;EMAIL (Email address)
    • ;F (Country)
    • ;PH (all Phone numbers)
    • ;PS (Person Status)
    • ;PSTAT (Prospect Status)
    • ;REP (Counselor’s Initials)
    • ;MS (Multiple Sources)
    • ;SS (Social Security number)
    • ;S (Primary Source)
    • ;ST (State)
    • ;TERM (Person’s Start Term)
    • ;W (Where used)
    • ;Y (Reunion Class)
    • ;ZIP (Zip Code)

Additional Criteria

  • “;” allows you to see all fields from which you can search
  • “…” can be used at the beginning, middle, or end of any search. (i.e. “p(. F Z…” would get you anyone from the country starting with Z)

Advanced Person Search

Click the Advanced Person Search icon (magnifying glass to the right of the search button)

ColleagueHelp 6
ColleagueHelp 6

Advanced Person Search

Keyboard Shortcuts for User Interface 4.x:

The shortcuts listed below are available in UI 4x when your cursor is not within a UI form.

Note: Some of these shortcuts may not work in all browsers. Browser plug-ins or other applications may override these shortcuts and activate different commands.

  • Change focus to search box for Person search: Ctrl+Shift+S
  • Change focus to search box for Form search: Ctrl+Shift+O
  • Show Search Results panel: Ctrl+Alt+R
  • Show Clear History dialog box: Ctrl+Alt+T
  • Show Advanced Search dialog box: Ctrl+Alt+A
  • Show Navigation Panel: Ctrl+Alt+N
  • Show Favorites Panel: Ctrl+Alt+F
  • Show Preferences dialog box: Ctrl+Alt+P
  • Logout/Close Application: Ctrl+Shift+L
  • Show Debug Information: Ctrl+Alt+D
  • Show Help (this main help page): Ctrl+Alt+H
  • Show Quick Tour: Ctrl+Alt+Q
  • Show Keyboard Shortcuts: Ctrl+Alt+K
  • Show Help About dialog box: Ctrl+Alt+I
  • Map current record in Context Area: Ctrl+Shift+M
  • Map all records in Context Area: Ctrl+Alt+M
  • Close current record in Context Area: Ctrl+Shift+X
  • Close all records in Context Area: Ctrl+Alt+X
  • Add current record in Context Area to Favorites: Ctrl+Shift+V
  • Add all records in Context Area to Favorites: Ctrl+Alt+V
  • Go to next record in Context Area: Ctrl+Shift+N
  • Go to previous record in Context Area: Ctrl+Shift+R
  • Launch Copy Window for current card in Context Area: Ctrl+Shift+C
  • Close open panels (and return to the main UI window): Esc

The keyboard shortcuts listed below are available only when working within a UI form (alternative keystroke combinations are separated by | ). Most of these commands are accessible with the mouse from the UI Form Options menu.

  • Move to the next field: Tab
  • Move to the previous field: Shift+Tab
  • Move forward one row: Down Arrow
  • Move back one row: Up Arrow
  • Move forward one screen: Page Up
  • Move backward one screen: Page Down
  • Move to the beginning of the current field: Home
  • Move to the end of the current field: End
  • Move to the first row of a window: Ctrl+Home
  • Move to the last row of a window: Ctrl+End
  • Field insert: Ctrl+I | Insert | F3
  • Field delete: Ctrl+D | F4
  • Cancel: Shift+F8
  • Save (Update): F10 (not available on Safari/Mac)
  • Close (Finish): F9 (not available on Safari/Mac)
  • Detail: F2 (not available on Safari/Mac)
  • Direct Access: F8
  • Record Delete: Shift+F10 (not available on Safari/Mac)
  • Exit: Shift+F9 (not available on Safari/Mac)
  • Field Help: F1
  • Process Help: Shift+F1
  • Envision Keyboard Shortcut Map: Shift+F2 (not available on Safari/Mac)

Hint

Keep a document with commonly used lookups. You can then easily copy and paste from it into the lookup field using CTRL+C (copy) and CTRL+V (paste).

Additional Resources

The Luther DUG listserv is the primary method of communication from ITS for notification of Colleague system availability, issues, or problems. Datatel User Group was created when the product name was Datatel. This listserv can also be used if you have questions for other Luther Colleague users. To subscribe to the DUG listserv send an email message to [email protected] You will receive a confirmation or rejection email. You can unsubscribe by sending a message to [email protected]

To post a message to the list send your message to [email protected]. It will be sent to all who are subscribed to the list. Take note that you won’t be allowed to post to the list unless you are subscribed to it. This means also that you must post your message from the same address that you are subscribed with.

For access to the Ellucian Support Center, see the information located in the Colleague FAQ.

Review the Help within Colleague

  • Field Help: Select ? with the cursor on the field of interest
  • Window or Form Help Select ? in the upper right corner of the window
  • Form Help Select ? in the upper right corner on the form or screen of interest

Review Online Ellucian Resources

  • Click here to access the Ellucian website
  • To subscribe, enter your [email protected] and a password in the Please Login section in the lower right hand corner, click on the arrow, and follow the instructions. L53 is the Customer ID for Luther College.

Review the Technology Help Desk web site